ADC 37

Intransit Control of Shipments to DRMOs

1. ORIGINATOR:

a. Service/Agency: DLA/DLSC lead for Joint Group on Material Management

b. Originator: Dave Robbins and Tom Ruckdaschel, DLSC-LC, 

2. FUNCTIONAL AREA: Supply

3. REQUESTED CHANGE:

a. Title: Intransit Control of Shipments to DRMOs

b. Description of Change: Current guidance directs that shipment transaction notices 

be submitted for all property sent to Defense Reutilization and Marketing Offices (DRMOs). 

The current system has no transaction edits and many erroneous transactions are passed, 

creating mismatches and leading to a perception of fraud, waste, and abuse. This change 

would modify the Intransit Control System (ICS) by adding edits by the Defense Automated 

Addressing System Center (DAASC) to improve the operation and value of the ICS, and by 

changing the match validation criteria. Specific changes within the DAASC process are: (1) 

Validation of DoDAAC, quantity, Federal Supply Class, and unit price fields. (2) Appending 

of a “critical flag” to the ICS follow-up transactions (DIC AFX/AFZ) to help the Services 

prioritize research and resolution. Specific changes within the ICS are: (1) The DTID and 

FSC only will determine intransit matches. (2) The AFX transaction will be changed to 

generate at 90 days from posting of the XR1/XR3/AS3. (3) When the AFX generates with 

code 36, close the transaction and place in the history file. No further processing will be 

required. (4) The second follow-up, AFZ transaction, will generate at 30 days after the first 

follow-up, AFX transaction. (5) The edit for quantity verification between the XR1/XR3/AS3, 

code 35, quantity variance will be removed. Other related changes included herein are the 

deletion of drivers receipt copies upon turn-in, elimination of the requirement for mail back 

copies of Disposal Turn In Documents (DTIDs), and changes to Advice Codes applicable to 

ICS.

c. Procedures:

(1) Replace DoD 4000.25-1-M, Chapter 3, paragraph AL, as follows:

AL. PREPARATION OF SHIPMENTS TO DEFENSE REUTILIZATION AND 

MARKETING OFFICES

1. Shipments/transfers to DRMOs will normally require a Disposal Turn-In Document, (DD 

Form 1348-1A or DD Form 1348-2) and documentation for intransit control of property identified 
by an NSN or local stock number (and excluding scrap [Supply Condition Code S], waste, nonappropriated fund activity, and lost, abandoned, or unclaimed privately owned personal property) 

shipped/transferred to a DRMO from the time of release by a shipping activity until receipt of the property 

by the DRMO. Activities will furnish one DI AS3 shipment status transaction, under Chapter 4, to the 

DRMS for each DTID sent to a DRMO, regardless of dollar value. 

a. Only those DI AS3 shipment status transactions applicable to shipments/transfers of usable 

property directed to DRMOs with a line item value of $800 or more per the (Federal Logistics 

Information System (FLIS) and for all shipments/transfers of pilferable or sensitive items (based on 

CIIC code) regardless of dollar value will be entered into the intransit control system (ICS). The 

extended value of the shipment will be determined on the basis of the document number, quantity, and the 

unit price. The unit price will be obtained from the FLIS.

b. The use of this system will provide a capability to monitor shipments/transfers to 

DRMOs. This system will also provide a capability for DRMS to furnish information to S/A 

headquarters concerning the shipment/transfer of property to DRMOs.

2. These procedures do not negate the authority of the DRMO to refuse acceptance of accountability and 

physical receipt of certain types and classes of materiel as prescribed by DoD 4160.21-M, chapter 3. If it 

is determined that the materiel is not acceptable, (categories of materiel that are not physically acceptable in 

a DRMO are listed in DoD 4160.21-M) and the shipment is rejected/returned to the shipper, the DRMO 

will provide notice of rejection to DRMS under existing procedures, thus purging the ICS suspense 

file. Guidance on shipment notices and ICS processing is applicable only to usable items being physically

shipped/transferred to a DRMO.

(2) Replace DoD 4000.25-1-M, Chapter 3, paragraph AN, as follows:

AN. PROCESSING MATERIEL TO THE DEFENSE REUTILIZATION AND MARKETING 

SERVICE

1. The shipment/transfer of materiel to a DRMO on a DTID requires authority for disposal, which must be 

indicated on the DTID by entry of the appropriate disposal authority code (appendix B26). Ensure 

property is reported to the IMM prior to DTID preparation, if required, per DoDD 4140.1-R.

2. Activities lacking an ability to prepare mechanically processable transactions and/or electrically transmit 

them to the ICS will arrange for such preparation and/or AUTODIN transmission of the intransit control 

transactions by the nearest facility having such capabilities. When support from another activity cannot be 

obtained, transactions may be mailed, or transmitted electronically (e-mail, etc), to DRMS. These 

must include the in-the-clear address of the activity and a point of contact. DLA/DRMS will coordinate 

with the military services to determine options for any activities that consistently mail transactions. 

3. Activities will direct/process all accountable materiel to disposal using the DTID (DD Form 1348-lA or 

DD Form 1348-2). Some categories of nonaccountable property may be transferred to a DRMO 
without documentation. Guidance will be provided by the servicing DRMO.

4. For each DTID, activities will furnish one Dl AS3 shipment status transaction, under chapter 4, to the 

DRMS for each shipment/transfer sent to a DRMO without regard to the dollar value. Only those DI 

AS3s applicable to shipments/transfers with a line item value of $800 or more per the FLIS and for all 

shipments/transfers of pilferable or sensitive items (based on CIIC code) regardless of dollar value will be 

entered into the intransit control system (ICS). Activities will prepare and transmit the DI AS3 shipment 

status transaction, with Distribution Code 9 in rp 54 and the unit price of the materiel in rp 62-68, in the 

appendix C17 format to the DRMS when a DRC (DI ARJ, ARK, or ARL) is created by the shipping 

activity reflecting the actual quantity shipped and the date delivered to the carrier for shipment. The DI AS3 

shipment status transaction will initiate the suspense file in the ICS, which will, as a minimum, contain the 

following data:

DATA ELEMENT SOURCE

Document Number AS3/DAISY Receipt

NSN/FSC/FSG (if available) AS3/DAISY Receipt

Unit of Issue AS3/DAISY Receipt

Extended Dollar Value of Shipment (if available) calculated from FLIS unit price

Controlled Inventory Item Code FLIS

Quantity Shipped AS3

Date of Shipment AS3

Quantity Received DAISY Receipt

Date of Receipt DAISY Receipt

Extended Dollar Value of Receipt DAISY Receipt

Dollar Value of Quantity Variance Between (Internal computation) 

Shipment and Receipt (if any)

 

5. Procedures

a. Defense Automated Addressing System Center 

(1) DAASC will edit the AS3s before passing them to DRMS:
 (a) Reject, to the generating activity, those with invalid DoDAACs, invalid 

FSCs (FSC does not exist), and those with quantities of zero or blank. The rejected transaction 

will be returned to the originating station with a narrative explanation of the reason for return

and instructions not to resubmit. 

 (b) Edit the unit price: if the transaction contains a local stock number with a 

blank or zero unit price, reject; if NSN and blank or zero unit price, insert the FLIS price.1 

 (2) DAASC will "flag" ICS follow-up transactions (DIC AFX/AFZ) to help the 

Services prioritize research and resolution of these transactions. These transactions will include 

"CRITICAL' in rp 67-74; identifying sensitive items, demil required items, and all items in 

"critical classes." DAASC will make the determination for appending the critical flag as 

follows:

(a) To determine if critical class, match FS Group or Class (as appropriate) 

to table built from DoD 4160.21-M, Chapter 3, Attachment 1.

(b) To determine if demil required, match NSN to FLIS looking for demil 

code = C, D, E, or F.2

(c) To determine if sensitive item, match NSN to FLIS for CIIC looking for 

Sensitive Item Codes = 1, 2, 3, 4, 5, 6, 8, Q, R, $.3

b. Defense Reutilization and Marketing Office

 (1) The DRMO will accept accountability of the shipment if the materiel is 

acceptable based on the established criteria in DoD 4160.21-M. 

 (2) The DRMO will furnish documentation of receipt of the DTID upon request by the 

shipping activity. NOTE: The DRMO will always furnish a copy of the signed DTID for all shipments 

containing quantity discrepancies. The DRMO will note the difference in the quantity received and the 

quantity shipped on the DTID.

 (3) If an error exists because the quantity received is less than or greater than the quantity 

entered on the DTID, the DRMO shall notify the shipping activity. (see DoD 4160.21-M, chapter 3 and 

DLAI 4140.55/SECNAVINST 4355.18A/AFJMAN 23-215/AR 735-11-2).

c. Defense Reutilization and Marketing Service

 (1) When a DAISY “receipt of usable property” or “receipt” is processed by DRMS, it will 

be compared with the suspense file generated by the shipment status transaction (Dl AS3); the DAISY 

receipt will open the ICS transaction if there is no matching AS3. The suspense file will remain on open file 

 

1

 FLIS interface for unit price will not be available until April 2001.

2

 FLIS interface for demil code will not be available until April 2001.

3

 FLIS interface for CIIC will not be available until April 2001
for a period of one year from the date it is initiated unless it is closed by one of the actions specified below. 

All transactions generated by ICS will be transmitted through DAASC to the activity in rp 30-35 of the 

AS3. ICPs/IMMs receiving these transactions will forward them to the shipping activity as appropriate (see 

Appendix C5).

The suspense file will be closed: If the receipt matches a shipment status transaction (DI AS3) 

previously recorded in the suspense file. A match is based on 

DTID number and FSC. 

Forward a follow-up transaction If, after a period of 90 days from the date of DRMS posting of the 

receipt, there is no matching shipment status transaction, and the 

extended value is $800 or more, or the item is recorded as 

pilferable or sensitive. This notification (DI AFX with advice 

code 36) will close the ICS suspense.

When, after a period of 90 days, there is no receipt applicable to a 

shipment status transaction and the extended value of the AS3 is 

more than $800 or the item is recorded as pilferable or sensitive. 

This follow-up will be a DI AFX with advice code 37.

 (2) If a disposal supply status transaction (DI AE3) or a disposal shipment confirmation 

transaction (DI ASZ) is not received within 30 days of transmission of the disposal shipment/receipt 

confirmation follow-up a second disposal shipment confirmation follow-up transaction using DI AFZ will be 

generated. The record will remain open for a period of 1 year from the date it was originated unless closed 

by a response to the AFZ follow-up. When moved from the active suspense file, records will be placed on 

an accessible history file for an additional 2-year period.

 (3) Receipt of supply status (DI AE3) will direct further ICS processing.

DE supply status Advise the ICS to terminate intransit control processing 

for the document number in question. If received in response to DI 

AFX/AFZ with Advice Code 37, a record of the AS3 transaction 

is not required. 

DF supply status Advise the ICS to remove the record from the active 

suspense file and place the record in an accessible history file for a 

period of 2 years. 

DG supply status Close the record in ICS, processing is considered complete.

DRMS will use its own procedures to determine why notification of 

receipt of the materiel had not been sent by the DRMO to DRMS 

and the ICS will retain an accessible history file record for 2 years. 
DH supply status Close the record, intransit processing is considered 

complete and an accessible history file record will be retained by 

the ICS for a period of 2 years. 

BF supply status Remove the record from the active suspense file and place it 

in the accessible history file for a period of 2 years. 

 (4) If a shipment status transaction (DI ASZ) is received by the ICS, intransit control for 

the document number in question is considered complete. Accessible history file records will contain 

NSNs, quantities, document numbers, dollar value of variances (if any), and the identity of applicable 

shipping activities and DRMOs.

d. Shipping Activity

 (1) Supply organizations in receipt of disposal shipment confirmation follow-ups (DI AFX 

or AFZ) will ensure that applicable shipping activities review receipt documentation, and provide timely 

responses (within 30 working days of receipt of the follow-up). AFX transactions with advice code 

“36” do not require a response.

 (2) Upon receipt of a follow-up, the shipping activity will respond to the follow-up, by 

supply status, DI AE3, or shipment status, as follows:

Provide BF supply status When the shipping activity has no record of the shipment nor of 

generating the shipment status (DI AS3) and has not received 

receipt documentation of the DTID.

Provide DE supply status When it is determined that although shipment status (Dl AS3) had 

been sent, no shipment had been made or no record of shipment, 

other than the AS3 transaction, can be located.

Provide DF supply status When receipt documentation is not available, but investigation 

indicates that property was removed from the storage area and 

cannot be located. The shipping activity will perform additional 

research as determined by S/A procedures, including, if necessary, 

referral to the appropriate criminal investigative activity. 

Provide shipment status (ASZ) When the shipping activity (the activity in receipt of the 

(AFX/AFZ)) has no record of generating a shipment status 

transaction (Dl AS3) but has received receipt documentation of the 

DTID.

 
3. As requested, the DRMS will provide tailored Special Extract Reports. 

(3) Revise DoD 4000.25-1-M, Figure 5-4, as follows:

Delete (5) If activity requires a driver's return copy, a fifth copy will accompany the 

shipment.

Rationale: Meets revised receiving criteria agreed to within OSD and published in DoD 4160.21-

M.

 (4) Revise DoD 4000.25-1-M, Appendix B15, as follows:

(a) Delete code 35

(b) Revise code 36 as follows:

Code Explanation

36 A DRMO receipt exists for which a matching AS3 has not been received. No

response is required. (For use with DIC AFX by DRMS only.)

(5) Replace DoD 4000.25-1-M, References, paragraph (k) as follows:

DoD 4160.21-M, "Defense Materiel Disposition Manual," August 1997, authorized by 

DoDD 4140.1-R, May 1998.

(6) Replace DoD 4000.25-1-M, Appendix C5 as attached.

4. REASON FOR CHANGE: The current system for tracking property intransit to disposal is 

outdated and provides little control or management data. The current system has often been 

severely criticized by GAO and requires change. These changes will enhance the system and 

improve responsiveness....especially to follow-up transactions. Changes regarding turn-in 

and receipt copies are made to coincide with OSD approved changes in DRMO receiving 

procedures published in DoD 4160.21-M.

5. ADVANTAGES AND DISADVANTAGES:

a. Advantages: These changes do not require systems changes by the Military 

Services and therefore should be easy and relatively inexpensive to implement, while greatly 

reducing the number of "mismatches" in the ICS. The changes outlined here have been 

presented through the Joint Group on Material Management.

b. Disadvantages: The basis of the ICS remains, at this time, an unstructured data file, 

not a database. Nonetheless, some changes must be made to respond to OSD and GAO 
concerns.

6. IMPACT:

a. Data Content/Procedures: 

b. Publication(s): DoD 4000.25-1-M, possibly DoD 4160.21-M and service 

publications

 
 ATT 1 

 CHAP 3

 DoD 4160.21-M

FEDERAL STOCK CLASSES REQUIRING TURN-IN BY VALID NSN

Reference: Paragraph C2b

GROUP 10

ALL FSCs

GROUP 11

ALL FSCs 

GROUP 12

ALL FSCs

GROUP 13

ALL FSCs

GROUP 14

ALL FSCs

GROUP 15

FSC 1560

GROUP 16

FSC 1670

 GROUP 17 

FSC 1710

FSC 1720

GROUP 18

FSC 1810

FSC 1820

FSC 1830

FSC 1840

GROUP 19

FSC 1905

GROUP 23

FSC 2305

FSC 2330

FSC 2350

GROUP 28

FSC 2840

FSC 2845

GROUP 29

FSC 2915

GROUP 36

FSC 3690

GROUP 42

FSC 4230

GROUP 44

FSC 4470

GROUP 49

FSC 4921

FSC 4923

FSC 4925

FSC 4927

FSC 4931

FSC 4933

FSC 4935

FSC 4960

GROUP 58

FSC 5810*

FSC 5811*

FSC 5821

FSC 5825

FSC 5826

FSC 5840

FSC 5841

FSC 5845

FSC 5850

FSC 5855

FSC 5860

FSC 5865

GROUP 59

FSC 5963

FSC 5985

FSC 5998

FSC 5999

GROUP 66

FSC 6615

GROUP 69

FSC 6920

FSC 6930

FSC 6940

GROUP 84

FSC 8470

FSC 8475

* Disposal of FSC 

5810/5811 equipment which is 

classified or designated CCI is 

the responsibility of the owning 
ii

military service.
ii

APPENDIX C5

DISPOSAL SHIPMENT CONFIRMATION FOLLOWUP

1. The following entries will apply when shipment status has been received from a shipping 

activity by DRMS on shipments to DRMOs.

RECORD

FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 DI AFX for initial followup. DI AFZ 

when response to initial followup has not 

been received.

Routing Identifier 4-6 See paragraph 3 instructions below. 

All Other Fields 7-61 Duplicate entries from shipment status 

document (DI AS3).

Blank 62-64 Leave blank.

Advice 65-66 Enter advice code from appendix B15 

indicating the reason for followup.

Research Guidance 67-74 "CRITICAL" or blank, as 

appropriate.

Blank 75-80 Leave blank.

2. The following entries will apply when shipment status has not been received from a shipping 

activity by DRMS on shipments to DRMOs.

RECORD

FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 Enter DI AFX for initial followup. Enter 

DI AFZ when response to initial followup 

has not been received.

Routing Identifier 4-6 See paragraph 3 instructions below.

Media and Status 7 Leave blank.

Stock Number 8-22 Enter stock number/data as shown in 

the DRMO receipt of usable property 

document.

Unit of Issue 23-24 Enter unit of issue as shown in the 

DRMO receipt of usable property 

document.

Quantity 25-29 Enter quantity as shown in the DRMO 

receipt of usable property document.

Document Number 30-43 Enter document number as shown in 

the DRMO receipt of usable property 

document.
iii

Suffix 44 Enter suffix as shown in the DRMO 

receipt of usable property document or 

leave blank when none is entered by 

DRMO.

Supplementary Address 45-50 Enter DoDAAC of receiving DRMO.

Signal 51 Leave blank.

Fund 52-53 Leave blank.

Distribution 54 Enter 9.

All Other Fields 55-64 Leave blank.

Advice 65-66 Enter advice code from appendix B

indicating the reason for the followup.

Research Guidance 67-74 "CRITICAL" or blank, as 

appropriate.

Blank 75-80 Leave blank.

3. DI AFX/AFZ Routing Instruction:

a. DRMS will generate DI AFX/AFZs with rp 4-6 always blank.

b. DAAS will route DI AFX/AFZs to rp 4-6 or to rp 30-35 if rp 4-6 are blank.

c. ICP/IMMs receiving DI AFX/AFZs (based on the entry in rp 30-35) will:

(1) Entry the shipping activity RI in rp 4-6 of the DI AFX/AFZ and route them to the 

shipping activity via DAAS for the shipping activity to answer directly to DRMS using DI 

ASZ; or

(2) Perform research with the shipping activity in order to provide either an 

ICP/IMM or storage activity DI ASZ answer to DRMS.